A Winning Annual Performance Appraisal: 8 Smart Steps to Prepare for It CAREER MASTERS / THE ALLIANCE E-BRIDGE Issue 371

- June 18, 2007 By Nancy Branton, M. A., ACC, CCMC, JCTC, CPBS, CLTMC, CLC, CCC, CMI Executive Team- HR Master Nancy Branton is the President of People Potential Group, Inc., Leadership & Talent Management Program Director at the Leadership Coach Academy, Instructor at the Career Coach Academy, and HR Master on CMIs Executive Team. Prior to starting her own coaching business, she had 30 years in Human Resources as HR Director, Assistant HR Director, and HR Development Consultant/Coach. She has a masters degree in Industrial/ Organizational Psychology and has earned numerous coaching certifications. nancy@peoplepotentialgroup.com Yikes! I have my performance appraisal coming up in two weeks. Often, your clients, employees, or students dread performance appraisals because they fear they may not measure up or wont be appreciated by their boss. Here are seven, smart steps they can take to prepare for their performance appraisal and to ensure a successful outcome. Step 1: Prepare a written summary of your work accomplishments for the past year and submit it to your boss, in advance of your performance appraisal Highlight what were your top two work accomplishments Briefly outline your individual and team results for each goal Identify challenges and obstacles you faced and successfully overcame Note goals you didnt meet with a brief reminder on why, e.g., priorities shifted by boss Note any special projects you took on and their outcomes Attach customer appreciation e-mails, letters, or other Step 2: Rate yourself using your organizations performance appraisal form and submit it to your boss as input to the appraisal, along with your written summary of your work accomplishments Claim your accomplishments Admit to your shortcomings Avoid inflated or deflated ratings Provide specifics in the comments section Step 3: Briefly summarize your learning and development (L & D) activities for the past year and submit to it your boss, along with your written summary of your work accomplishments Highlight your agreed upon L & D goals For each goal, list the formal and informal training you completed (E.g. workshops, formal education, online training, on-the-job training, professional reading) and how you applied that knowledge in your job Identify additional L & D activities that you participated in as part of your work and how you applied learning from them to your job Mention L & D activities you did outside work and that you paid for, and explain how you applied the knowledge you gained from them to your job Step 4: Make a list of what you most appreciated from your boss over the past year and determine how best to share it with your boss Identify qualities you most admire about your boss List specific actions your boss took to support you in your work Remember the work opportunities your boss created for you Note barriers your boss eliminated or helped you to overcome List resources your boss obtained for you such as additional budget, staff, supplies Identify situations in which your boss helped you solve a major problem

Recall L & D activities you requested and that your boss provided for you

Step 5: Identify options to maximize your (and the teams) work performance and determine which of them are most important to bring up in the discussion Brainstorm specific ways to streamline the work Outline cost-saving measures Identify what additional resources are needed to enhance your job performance Determine other support you need from your boss to effectively carry out your work Step 6: Complete the following steps to identify your specific career development needs and strategize how best to raise them Clarify both your long-term and short-term career goals List work experiences that will move you in the direction of your career goals Identify the next job youd like to advance to Make a list of additional education and training that will best prepare you for your desired career Get clear on your greatest/lowest areas of interest and passion as well as what skills, strengths, and knowledge you are most/least motivated to use Identify new projects or work activities you could take on as part of your current job and that jive with your ideal work activities Notice what pieces of your boss job youd like to take on and how doing so could benefit your boss, e.g., take on important work your boss doesnt have time for or seems to lack interest in doing Clarify your least desired work activities and alternate ways to get that work done, e.g., automate it, shift it to another employee, outsource it) Step 7: Follow these guidelines to ensure you have a positive and healthy frame of mind, prior to your appraisal Relax (take deep breaths) Set a positive stage for your review and be ready to put your boss at ease with your opening remark (E.g. Im looking forward to the opportunity to have this performance appraisal discussion with you!) Be poised to make it an enjoyable experience for both of you Invite input from your boss Be ready to listen and to inquire further about your boss comments and concerns Avoid common defenses and excuses such as explaining, justifying, pointing fingers, and complaining Admit to your shortcomings View the discussion as a learning opportunity Think about things from your boss perspective Be ready to show appreciation for your boss suggestions, insights, and comments Be sure to thank your boss for the time spent on your appraisal Step 8: Set the stage for the coming year by reviewing the following items and deciding which of them to include in your performance appraisal discussion Be sure to ask for clarification about next years goals Ask how next years goals will be measured, e.g., increased revenue, number of new customers, what a successful outcome will look like Determine additional resources are needed to achieve your goals Discuss any training you will need to achieve your goals Suggest that you and your boss have regular update sessions (weekly, bi-weekly) to enhance communications as well as your performance

Suggest the use of additional reporting mechanisms, e.g., submitting monthly reports

In summary, a performance appraisal can be a positive and successful experience for both the employee and the boss! Its an opportunity for your clients/ employees to learn more about how they are currently performing, identify specific ways to enhance their performance and career, and set the stage for their successful performance in the coming year.
Copyright 2007. Nancy Branton